Accessing Shared Mailboxes

KB https://support.purdue.edu/goldanswers/184109

Option #1:  Using OWA - Opening the shared mailbox separately

NOTE:  This is using "The new Outlook" version, so your options and views may vary.

When using this method, you can read emails, move them to different folders, as well as reply to messages.  Replying to emails with this option will result in the email coming from the Shared Mailbox's Display Name and email address.

Step 1:  Click on your initials in the upper right-hand corner and select "Open another mailbox"

Step 2:  1. Type the name of the shared mailbox, or enter a partial name and click "Search Directory" to bring up all matching mailbox names.  2. Select the mailbox from the list that you'd like to open.

Step 3:  After selecting the shared mailbox you'd like to use, click "Open".  This will open the shared mailbox in a separate tab or window, depending on your browser settings.  You can now handle emails from here, as well as reply AS the shared mailbox name/address. 

NOTE:  In this example, the email you send would come FROM testacs@purdue.edu and the Display Name of "testacs").

Option #2:  Using OWA - Adding the shared mailbox to your mail view

NOTE:  This is using "The new Outlook" version, so your options and views may vary.

When using this method, you can only read emails and move them to different folders.  Replying to emails with this option will result in the email coming from your OWN personal name and address.  

Step 1:  Right-click on "Folders" above your mailbox and select "Add shared folder"

Step 2:  Type the name of the shared mailbox, or enter a partial name and click "Search Directory" to bring up all matching mailbox names.  Select the mailbox from the list that you'd like to open.

Step 3:  After selecting the shared mailbox you'd like to use, click "Add".

Step 4:  You can now expand the mailbox to see the entire folder structure

Step 5:  To remove the mailbox, right-click the root folder of the shared mailbox and select "Remove shared folder"

Option #3:  Using Outlook

For assistance with any Outlook product, please work with your desktop support team.  ITaP Messaging does not support Outlook clients due to the number of different versions available and being used across campus.

Step 1:  Right-click the root folder of your mailbox (your email address above your mailbox folders) and select "Data File Properties"

Step 2:  Click the "Advanced" button > Click the "Advanced" tab > Click the "Add" button

Step 3:  Type the name of the shared mailbox, or enter a partial name and click "OK" to bring up all matching mailbox names.  Select the mailbox from the list that you'd like to open and click OK